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Disbursements & Travel Training

Learn the policies and procedures for processing non-purchasing order vouchers, travel advances, travel reimbursements, and business related hospitality and entertainment expenses.

Description
Learn how to process and route non-purchase order vouchers, as a creator and approver, using UTShare/PeopleSoft.

Objectives
After completing this online class, you will be able to:

  • Apply the non-PO workflow approval process requirements to documents created in UTShare/PeopleSoft
  • Identify the roles and responsibilities with the non-PO workflow process
  • Identify when and how to approve, deny or push back workflow functionality
  • Understand workflow terminology, concepts and navigation for non-PO vouchers in UTShare/PeopleSoft

Audience
Administrative staff, staff (non-admin)

Job Aids

Description
You will gain an understanding of restrictions and procedural requirements governing the manner and extent to which university funding may be expended for business-related hospitality and entertainment as outlined in the policy.

Objectives
After completing this class, you will be able to:

  • Apply the reimbursement procedures including supporting documentation
  • Complete and certify the Business Expense Form (BEF)
  • Describe the allowable funding sources for entertainment
  • Distinguish between the disallowed expenditures and exceptions
  • Explain the maximum allowable per person expenditure limits
  • Identify types of business related hospitality and entertainment expenditures
  • Recognize allowable expenditures
  • Recognize the responsibilities for AVP of Financial Affairs, Disbursements and Travel, and Purchasing Services
  • Review student oriented special programs and events
  • Review the authorities associated with hospitality and entertain expenditures
  • Revise incomplete BEF’s and errors
  • State the alcohol restrictions
  • Utilize account IDs for BEF

Audience
Administrators, principle investigators (PIs), faculty, staff, etc.

Job Aids

Description
You will learn about the guidelines and policies for requesting a cash advance for travel and participant advances. You will also learn how to process cash advances in the PeopleSoft Travel & Expense (T&E) and Accounts Payable (AP) modules.

Objectives
After completing this class, you will be able to:

  • Identify the types of cash advances
  • Explain eligibility and requirements for cash advances  
  • Recall the cash advance workflow in PeopleSoft
  • Identify what forms and authorizations are required
  • Create and modify cash advance requests in the PeopleSoft Travel & Expense (T&E) module
  • Certify and approve cash advance requests in PeopleSoft  
  • Settle cash advance requests
  • Create a non-PO voucher in PeopleSoft as a method of payment for a cash advance

Audience
This training is recommended for:

  • Administrative staff
  • Employee travelers
  • Department and grant approvers
  • Principal investigators & researchers

Job Aids

Description
You will receive a demonstration of the Concur online booking tool. You will learn how to log in, set up a profile, purchase airfare, and secure hotel and car rental reservations.

Note: This training is conducted by a Collegiate Travel Planner travel agent. A registration link will go out to enrollees 24 hours in advance.

Objectives
After completing this class, you will be able to:

  • Book airfare and reserve hotel and car
  • Identify and utilize the contracted UT System-wide travel agencies
  • Recognize the advantages of using Concur
  • Setup profiles in Concur
  • Use appropriate navigation within Concur

Audience
UTSA staff who travel and/or make travel arrangements for others.

Job Aids

Description
Get instructions and guidelines for processing travel and non-travel related expense reports, based upon your role as a traveler, creator or approver.

Objectives
After completing this online class, you will be able to:

  • Create an expense report (creator)
  • Review and certify expenses for a trip reconciliation (traveler)
  • Utilize the appropriate processes and procedures for approving an expense report (approver)

Audience
Administrative staff, faculty, staff (non-admin)

Job Aids

Description
You will learn PaymentWorks, the automated vendor onboarding process so you can invite vendors to create their own user accounts.

Objectives
After completing this class, you will be able to:

  • Explain the overall vendor onboarding process at UTSA
  • Login to PaymentWorks and navigate through the online portal to accomplish key functions
  • Describe the responsibilities of a PaymentWorks Initiator
  • Send an invitation to a vendor for them to create their user account in PaymentWorks

Audience
Administrative staff, with the initiator role (creators and/or approvers)

Job Aids

Description
You will learn compliance guidelines and instructions on creating, processing and scanning documentation for a non-PO voucher in UTShare/PeopleSoft.

Objectives
After completing this class, you will be able to:

  • Define accounts payable terminology and concepts
  • Distinguish between the roles and responsibilities of requesters
  • Explain workflow process and scanning processes
  • Identify compliance rules and process
  • Recall the guidelines for creating and managing a non-PO voucher
  • Review the operational guidelines.

Audience
Administrative staff are encouraged to complete this course if it relates to their job duties.

Job Aids 

Description
This course provides general instructions and guidelines to UTSA department travelers, creators and approvers of the changes that came about with the implementation of Travel and Expense (T&E) workflow. This course addresses the Travel Authorization (TA) process.

Objectives
After completing this online class, you will be able to:

  • Identify required documentation to be attached
  • Process a travel authorization
  • Review departmental budgets for travel funding
  • Utilize approval workflow for travel authorization

Audience
Administrators and those responsible for creating and approving travel requests.

Job Aids 

Description
This course is designed to provide instructions and guidelines about the general travel reimbursement process at UTSA. UTSA travelers, creators and approvers will gain an understanding on their roles and responsibilities in the reimbursement process for travel and non-travel related expenses, as well as the processing of the different electronic documents necessary to authorize, certify, settle and reconcile employee expenses.

Objectives
After completing this class, you will be able to:

  • Create and approve a travel authorizations in PeopleSoft
  • Create, certify and approve expense reports to settle travel and non-travel related expenses
  • Recognize and apply general travel rules and regulations

Audience
Travelers, administrators who approve paperwork, administrative staff who process travel documents and reimbursements on behalf of UTSA travelers.

Job Aids